Executive Assistant

Job Description

Executive Assistant Job Description

Job Title:

Executive Assistant

Department:

Administration

Reports to:

President & CEO

Supervises:

N/A

FLSA Status:

Exempt

FT/PT:

Full time

Position Summary

This position provides high-level administrative support to the executive team and manages the overall office operations. It requires excellent organizational skills, attention to detail, and the ability to handle multiple tasks efficiently. The qualified candidate will manage schedules, coordinate meetings, handle communications, and provide high-level administrative support to our executives.

Essential Job Functions

• Manage and maintain executive schedules, including appointments, meetings, and travel arrangements.
• Prepare and edit correspondence, reports, and presentations.
• Coordinate and organize meetings, including preparing agendas and taking minutes.
• Handle confidential information with discretion and professionalism.
• Oversee office supplies inventory and place orders as needed.
• Ensure the office environment is clean, organized, and well-maintained.
• Coordinate with vendors and service providers for office maintenance and repairs.
• Serves as the primary point of contact between executives and internal/external stakeholders.
• Draft and distribute internal communications and announcements.
• Manage incoming and outgoing mail and packages.
• Organize and coordinate company events, meetings, and conferences.
• Arranging catering, venue bookings, and other logistics for events.
• Support executives with special projects and initiatives.
• Track project progress and ensure deadlines are met.
• Assist in the preparation of executive-level documents and presentations.
• Conduct research and compile data for reports and special projects.
• Serves as a liaison between executives and other departments.
• Perform general administrative tasks, such as filing, photocopying, and ordering supplies.
• Perform other duties as assigned.
  
  

Qualifications

• Bachelor’s degree in business administration, communications, or related field preferred.
• 2 years of proven experience as an Executive Assistant or in a similar role.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to handle sensitive information with discretion.
• Strong problem-solving skills and attention to detail.
• Ability to work independently and as part of a team.
• Confident and assertive with the ability to influence and negotiate.
• Resilient and adaptable in a fast-paced environment.
• Professional demeanor with a positive attitude.
• Experience in similar construction and consulting firm industries preferred but not required.
  
  

Physical Demands of the Job

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

This position requires the ability to sit for long periods while working at a desk, using a computer, and attending meetings. The Executive Assistant will occasionally lift and carry materials up to 30 pounds, walk or stand for short periods, and may need to reach, bend, or move between departments. Visual and auditory acuity are required for tasks involving document review and communication. Some travel may be required

Work Environment

• The role is typically performed in a standard office environment, based out of our office in Edison, NJ.
• Everyone on the team contributes ideas and energy. Collectively, we are creating not just a functional commercial work environment, we are building ultimate satisfaction across all constituencies.
  
  

Compensation

G William Group offers a competitive compensation package, which includes:

• $65,000 - $80,000/year, depending on experience.
• Eligible employees can enroll in medical, dental, and vision insurance plans for themselves and their dependents, with partial subsidies provided by GWG.
• Access to a 401k retirement plan with employer matching contributions.
• A generous paid time off package.
• Commitment to work-life balance.
  
  

Equal Employment Opportunity

G William Group is an Equal Opportunity Employer. We are committed to providing an inclusive and welcoming environment for all members of our community. We do not discriminate based on race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age, disability, genetic information, veteran status, or any other legally protected characteristic. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

G William Group understands the value of professional recruiting services. However, we are not accepting resumes from recruiters or employment agencies for this position.